Hosting an event in 2020 and beyond

Thus far, most 2020 events have either been cancelled, postponed, or virtualized, and it’s unclear when exactly things will get back to normal. While everyone is looking forward to attending in-person conferences and concerts again, the events industry still has to adapt to the current times. In the face of a global pandemic, flexibility, adaptability, and creativity are required now more than ever when hosting a successful event.

After all, events are a big part of business management. According to Harvard Business Review Analytics, one-third of marketers spend more than 20 percent of their marketing budget on events. As the world waits for a vaccine, event planners and venues are finding a way to move forward now. If you’re ready for the “new normal” then read on to get a grasp on event planning in 2020 and beyond.

Hybrid event access

Health concerns and social distancing requirements have made hybrid event setups a necessity. The hybrid event is one that lets people safety social distance in-person or, alternatively, attend the event online. The dual accessibility and safety measures for these events mean a lot more planning and preparation for event planners and venues.

Sanitation policy

If you’re looking to do any in-person hosting, you need to make sure you and your venue have a sanitation policy in place. The government released guidelines detailing the plan for opening back up that provides useful safety information. A few of the below suggestions are applicable to event hosting.

• Temperature checks at venue entry or registration check-in
• Regular sanitization and disinfection of high-traffic areas
• Social distance spacing
• Mandatory protective equipment such as facemasks
• Policy and procedure ready if someone tests positive for COVID

Networking activities

A major draw of face-to-face events is the opportunity to network with other professionals. Social distancing requirements have made it difficult to host social activities during an event because they pose health concerns. With this in mind, event hosts need to have a plan in place that allows event attendees to network. The best way to do this is with a virtual networking session or virtual cocktail hour. Set up an opportunity for participants to gather in small virtual groups or in chat rooms to discuss the sessions in greater detail. Creating room for this type of networking will give participants the chance to connect with fellow attendees in a more direct way.

Technology requirements

The hybrid or fully virtual event means you need to ensure you choose the right virtual platform to host your meeting. Technology can do a lot for your event, but you have to make sure it has all of the right features. Below are a few you should look for when selecting your event hosting platform.

• Video capabilities
  Live video sessions are essential for a virtual meeting. They help your audience stay engaged during the conference and it helps people interact more online. 
• Social media
  Social media features are another important aspect of a virtual event platform. Social media integration gives event participants an opportunity to connect and network.
• Networking aspects
  Real-time chats and discussion groups will let your event attendees network online when they can’t do it in person. Choose a platform with virtual meeting room features and breakout session hosting so your attendees can get the most out of the event.